Administrative Assistant, Spanish & Portuguese

UNIVERSITY OF ARIZONA; Tucson (AZ); Hybrid; USD 28,000 - 35,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Job summary

The University of Arizona's Department of Spanish and Portuguese invites applications for the Administrative Assistant role on the Tucson Campus. This position provides administrative support and events coordination to help ensure efficient daily operations for the department.

The ideal candidate will have strong writing and communication skills, attention to detail, and the ability to prioritize in a collaborative academic environment.

Qualifications

• High school diploma or equivalent required.

Responsibilities

• Oversee the department front desk and manage the main office operations.
• Answer calls and emails and direct to appropriate faculty or staff.
• Assist the Department Head with correspondence, meeting minutes, scheduling, and travel arrangements.
• Update and maintain department social media and websites.
• Coordinate events, room reservations, catering, setup and breakdown.
• Provide administrative support to the Senior Business Manager and assist with hiring processes as needed.

Skills

Time management

Communication

Written communication

Customer service

Teamwork

Multitasking

Attention to detail

Education

High school diploma or equivalent

Bachelor's degree in office administration (preferred)

Tools

UAccess Financials

UAccess Student

UAccess Analytics

Microsoft Office

Outlook

Google Drive

Qualtrics Surveys

Box

Zoom

Adobe Acrobat

Canva

Job description

Administrative Assistant, Spanish & Portuguese

Posting Number req26794

Department Spanish and Portuguese

Department Website Link https://spanish.arizona.edu/

Location Tucson Campus

Address Tucson, AZ USA

Position Highlights

The University of Arizona's Department of Spanish and Portuguese within the College of Humanities invites you to apply to the role of Administrative Assistant.

This position will perform a variety of administrative support, along with events coordinator duties for the Spanish & Portuguese (S&P) Department to ensure efficient daily office operations. A successful candidate will join a vibrant team providing administrative and operational support to the faculty and students of the department. This position requires exceptional attention to detail, ability to prioritize, and work effectively within the team and with central administrative units in the university.

The candidate will be punctual, enthusiastic, collaborative, adaptable, proficient in a variety of computer software programs, and have exceptional writing and communication skills. This position reports to the Senior Business Manager, while providing more targeted support for the Spanish & Portuguese Department Head.

This is an on-site position. Additionally, this position requires walking on campus and physical ability to assist with setup and breakdown and working during events that may occur during evening hours.

Visa sponsorship is not available for this position.

Benefits

• Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please

Duties & Responsibilities

• Oversee the department front desk. Open and close the main office and ensure daily office operation is efficient and in compliance with department policies and procedures.
• Answerand respond to incoming calls andemails and direct to appropriate faculty orpersonnel. Greet and direct visitors to theappropriate personnel with professional andeffective customer service. Open, review,and distribute incoming mail; answerinquiries and compose correspondence onown initiative on general matters.
• Assist the Department Head withcorrespondence that supports departmentdevelopment efforts, taking meetingminutes, coordinating visits and itineraries,managing calendar, Qualtrics Surveys andcreating zoom meetings.
• Updateand maintain the department socialmedia accounts including creating andscheduling posts and tracking engagementanalytics.
• Monitor office supplies inventory and initiaterequests to restock.
• Provide administrative support to the Senior Business Manager including but not limited to managing calendar, making travel arrangements, reserving and organizing rooms, coordinating interviews and search committee meetings.
• Create and maintain multiple distributionlists.
• Perform administrative tasks such as data entry, scanning, copying, faxing, etc.
• Assist faculty and Department Head with scheduling needs, special events, lectures and workshops.
• Assist with department event planning,creating flyers including cateringarrangements, venue reservations, assistwith setup and take down, and working withthe College of Humanities (COH) Marketing& Alumni Relations on materials as neededand advertising events.
• Request rooms for courses and events.
• Order textbooks.
• Initiate key requests and building accesschanges.
• Data collection, entry, and management, asneeded.
• Update and maintain department websites.
• Performs other related tasks as assigned.

Knowledge, Skills and Abilities

• Strong time management, quick learner and ability to communicate effectively (i.e. ability to stay organized and manage interruptions to ensure tasks get completed).
• Ability to handle confidential and sensitive information with discretion.
• Knowledge of standard office practices, procedures, and etiquette.
• Excellent customer service.
• Ability to handle multiple responsibilities and balance competing priorities.
• Effective communication skills (i.e. verbal and written) with a varied population of faculty, staff, and students.
• Able and willing to learn new policies, processes, and software quickly.
• Ability to complete assignments and meet deadlines with a high degree of accuracy, quality, and attention to detail.
• Ability to work independently andcollaboratively as a team player, utilizingappropriate resources to solve problems.
• Basic math skills.

Physical Requirements and Environmental Demands

• Lifting: Employees are frequently required to lift, move, carry and transport materials and equipment associated with event setup and breakdown.
• Outdoor Environment: Employees work outdoors and may not be protected from weather conditions.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bachelor’s degree, associate’s degree, or vocational training in office administration and business.
• Experience with UA systems including UAccess Financials, UAcess Student, UAccess Analytics, and other University software.
• Experience and proficient with Microsoft Office (excel and word), including Outlook (email and calendar), Google Drive, Qualtrics Surveys, Box, Zoom, Adobe Acrobat, Canva.
• Experience updating and creating documents such as pamphlets, fliers, and handouts.
• Experience in Higher Education.
• Experience in working with varied population of faculty, staff and/or students.

FLSA

FLSA Non-Exempt

Full Time/Part Time

Full Time/Part Time Full Time

Number of Hours Worked per Week

Number of Hours Worked per Week 40

Job FTE

Job FTE 1.0

Work Calendar

Work Calendar Fiscal

Job Category

Job Category Organizational Administration

Benefits Eligible

Benefits Eligible Yes - Full Benefits

Rate of Pay

Rate of Pay $20.33 - $25.41

Compensation Type

Compensation Type hourly rate

Grade

Grade 5

Compensation Guidance

Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator .

Career Stream and Level

Career Stream and Level OC3

Job Family

Job Family Administrative Support

Job Function

Job Function Organizational Administration

Type of criminal background check required

Type of criminal background check required Name-based criminal background check (non-security sensitive)

Number of Vacancies

Number of Vacancies 1

Target Hire Date

Target Hire Date

Expected End Date

Expected End Date

Contact Information for Candidates

Contact Information for Candidates Mary Portillo
Senior Business Manager
[e-mail]

Open Date

Open Date 9/15/2026

Open Until Filled

Open Until Filled Yes

Documents Needed to Apply

Documents Needed to Apply Resume and Cover Letter

Special Instructions to Applicant

Special Instructions to Applicant

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.

Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].